true for properties as well as individuals. Many sites are beginning a new financial year,
so it's an appropriate time to perform a few office tasks.
While you're looking forward to all that 2013 has to bring, why not:
- Archive old documents (old financial statements, board reports, bills,
budgets, HAPs, files)
budgets, HAPs, files)
Remember, you must keep a paper copy of your HAP for at least five years.
This does not mean it has to be in your active file - you can box old items up
and store them. You simply must be able to access them if needed.
This does not mean it has to be in your active file - you can box old items up
and store them. You simply must be able to access them if needed.
It is also suggested that you keep the previous year's financial statements and
bills handy in case you need to refer to them. Older items can be shredded.
bills handy in case you need to refer to them. Older items can be shredded.
Inactive tenant / applicant files must be kept for the duration of tenancy / time
on the wait list, plus three years. Once you have passed the three year mark,
wait for your next review (MOR or USDA Supervisory Visit) to be closed out.
After that, speak to your Regional Manager for clearance to destroy the file. You
must keep records of all files destroyed (the form will be posted on the blog in the
Forms / Procedures section).
on the wait list, plus three years. Once you have passed the three year mark,
wait for your next review (MOR or USDA Supervisory Visit) to be closed out.
After that, speak to your Regional Manager for clearance to destroy the file. You
must keep records of all files destroyed (the form will be posted on the blog in the
Forms / Procedures section).
- Service equipment
Don't wait until the grass is in need of mowing to find out your equipment needs
servicing. Scheduling yearly servicing during the off-season may avoid
unnecessary wait times.
Don't wait until the grass is in need of mowing to find out your equipment needs
servicing. Scheduling yearly servicing during the off-season may avoid
unnecessary wait times.
- Take Continuing Education Courses:
For some, the winter months are slower. If you have a Real Estate License, you
must take continuing education courses to keep it active. A number of
companies offer online Real Estate Continuing Education courses. It's a great
activity for slower office days, or snow days.
- Review your 504 Plan / CNA
Remember, these documents aren't just for taking up space. Look for small
items that can be done easily and at low cost now; larger items will be
handled as your budget / reserves dictate.
- Set the Tone for the Year
Have a staff meeting and lay out the goals and priorities for the next year. Would
you like to improve turnover time? Service Call response time? Are there issues
with guests overstaying their welcome? Remember, the site staff is a team.
Ensuring that everyone is on the same page, and clarifying everyone's roles is a
great way to start the new year.
In addition, it's a good idea to start looking at when your staff is planning time off.
While everyone may not have specific dates in mind, beginning a preliminary
discussion of plans for time off can help avoid hurt feelings and other issues later
on. If there is a conflict, it may be much easier for dates to be changed well in
advance, rather than right before a planned vacation.
What other suggestions do you have for how to start the year at your property?
Click the "Comments" link below, and chime in!
